Rule-Based Automation
Send emails automatically based on record status and workflow rules.
Project showcase
Email Automation & Workflow Management System
Automate follow-ups, standardize communication, and keep every email traceable.
A custom Google Workspace automation system built with Google Apps Script, Google Sheets, Gmail, and Google Drive.
DEF Creatives · System showcase
What it handles
One workflow. Six operational safeguards.
Scheduled Follow-Ups
Queue and send emails at the right time without manual tracking.
Smart Email Templates
Reusable templates merge client, record, and staff data automatically.
Drive Attachments
Attach approved Google Drive files directly from the email sidebar.
Duplicate Protection
Prevent accidental duplicate workflow emails using event-level safeguards.
Complete Audit Log
Track every email with timestamp, status, trigger type, and history.
Simple. Powerful. Practical.
From Records to Real Results
Manage client communication, follow-ups, and document requests from one simple workflow built inside Google Workspace.
Client Record
Status Change
Workflow Rule
Email Queue
Gmail
Email Log & History
Operational views
System Screenshots
A closer look at the key parts of the system. These structured previews use sample data; final product captures can replace each slot.
Sample data · System ready
01
Client Records
Manage client information and track email status.
02
Email Sidebar
Load a record, preview templates, attach documents, and send emails.
Sample data · System ready
03
Email Queue
Scheduled emails are processed automatically.
Sample data · System ready
04
Email Log
Every completed send is recorded with status and audit details.
Real workflow evidence
Test Email Sent and Logged
See the email delivered to the demo inbox with merged sample details and an attachment. The transaction is then recorded automatically in the Email Log.
Watch Demo Video Demo/test content only. No production client data is shown.Gmail · Demo inboxTEST
Your request has been approvedHi Alex Rivera,
Your request under reference REC-DEMO-001 has been approved. Please see the attached sample document.
Sent and recorded in Email Log
A repeatable process
How It Works
A simple five-step process from record to delivered email.
- 1
Select a Client Record
Choose a record from the sheet.
- 2
Choose a Template
Preview and customize the email.
- 3
Add Attachment
Optional · Attach a Google Drive file.
- 4
Send Email
Send manually or let the workflow handle it automatically.
- 5
View the Result
Check the delivered email and review the log entry.
Automation features
Built for Reliable Operations
Queue & Reliability
- Scheduled queue processing
- Retry handling
- Failure tracking
- Manual retry / cancel controls
- Stale-condition cancellation
- Duplicate prevention
Visibility & Control
- Email history
- Staff validation
- Queue status summary
- Test / live environment controls
- Manual email sidebar
- Google Drive attachment validation
Familiar tools
Technology Stack
Built with familiar Google Workspace tools and lightweight web technologies.
Google Sheets
Operational database and workflow interface
Google Apps Script
Automation engine and business logic
Gmail
Email delivery
Google Drive
File attachments
HTML / CSS / JavaScript
Custom sidebar interface
Possible adaptations
Adaptable Across Different Workflows
The same workflow pattern can be configured around different business rules, approvals, and communications.
- Client onboarding
- Appointment follow-ups
- Document collection
- Sales follow-ups
- Customer support
- Application processing
- Membership management
- Property management
- Recruitment workflows
- Internal approvals
DEF Creatives · Turning Complexity Into Clarity
Let’s Build Your Custom Automation
Need a similar system for your business? Whether you need automated follow-ups, lead management, appointment workflows, email automation, or a custom Google Workspace solution, DEF Creatives can build around your existing process.